Administrative Assistant

Summary: Responsible for the Patient Waiting Area and the Front Desk administrative tasks. The administrative assistant handles routine and advanced duties for staff and clients. They organize files, create correspondence, prepare reports and documents, manage calendars to schedule appointments, sort mail, and offer general staff support. The administrative assistant is the initial point of contact, answering phones and greeting visitors.

Interrelationship: Must have a friendly, receptive demeanor, as this position will welcome patients and their families to Preventive Measures of Washington, DC, LLC. Applicant must be able to be verbally assertive to ensure proper procedures are followed by all patients and staff. Applicant must also communicate with Clinical Staff to manage time and schedules for patients and clinicians.

Primary Job Responsibilities:

1. Ensure the office is opened in a timely manner and the cleanliness of the patient waiting area

1. Verify Patient Insurance

1. Ensure patient has valid insurance during visit.

1. Verify insurance for upcoming visits daily.

1. Update patient profiles

1. Ensure accuracy of “Sign-In” information

1. Check in/Check out patients in the Electronic Medical Record system (EMR)

1. Communicate with clinicians daily for telehealth services

1. Answer and transfer Phone calls in a professional manner

1. Daily contact with clients, clinicians, CSWs, and staff

1. Handle prior authorization call request

1. Handle bloodwork call request to PCP/Clinics

1. Contacting clients for and with updates(Apt reminders, insurance updates, connecting to clinicians)

1. Handle all medical record requests

1. Handle GAINSand LOCUSuploads

1. Other Office Task as needed within reason

Scheduling:

1. Schedule appointments and follow-ups in the EMR based on the client’s insurance

1. Scheduling for all CSWs and Group Facilitators appointments

1. Monitor expiredTxPlans, PsychEvals, and Diagnostic Assessments, and schedule clients accordingly.

1. Coordinate daily with all users about schedule changes

Job Specification:

Administrative Assistant preferably has a minimum of 2 years of experience in medical/Outpatient Offices. Must be able to multitask and maintain professional conduct at all times in front of patients and their families. Must have a minimum High School Diploma, and/or GED

Competencies:

• Do the Right Thing– Doing what’s right starts with integrity. It means being honest about your actions, your intentions, and how you treat people—especially when no one’s watching.
• Own It –Everyone has a part. If you’ve been trusted with something, it’s because it’s yours to manage. When we all take care of our piece, everything runs as it should.
• Serve First –Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.
• Choose Solutions –You always have a choice. Our strength is in choosing what moves us forward. Be someone who solves, and choose what helps, not what hurts.
• Lead with Respect– You can’t lead others if you don’t respect yourself first. Respect shows up in how we speak, how we act, and how we care for people. Leadership starts inside.
• Commit to the Goal– The plan might shift. The process might change. People might come and go. But the goal stays the goal. Get there—and make sure we’re getting there together.

Preventive Measures is committed to equal opportunity for all employees and applicants. As a proud Equal Opportunity Employer (EOE), we do not discriminate based on race, color, national origin, ancestry, citizenship status, religion, sex, sexual stereotyping, sexual orientation, gender, gender identity, gender expression, age, marital status, mental or physical disability, medical condition, genetic information, military or veteran status, pregnancy (which includes pregnancy, childbirth, and medical conditions related to pregnancy, childbirth, or breastfeeding), or any other protected characteristic. Employment may be contingent upon receipt of and passing all job-related clearances, background checks and regulated requirements as applicable and permissible by law.